Automated shelf management system and process for tracking and purging file folders in a file storage facility

ABSTRACT

An automated system and process for managing paper files, particularly medical records contained in file folders and the like, in a file storage system having a predetermined size or limited expansion capacity. A shelf manager system includes a computer program and database which tracks the thickness of individual file folders, the capacity of storage shelf sections, and the percentage of free space remaining in each shelf section. The thickness of each file folder is measured whenever the file folder enters or leaves the primary file storage facility. File folder thickness is computed by weighing the file on an electronic scale or other caliper-based measure device. When occupied shelf space exceeds a threshold percentage for a shelf section, file folders are purged according to the likelihood that certain files will not be requested in the future by applying purging algorithms to the individual files. In an alternative embodiment, document image scanning provides multiple copies of pertinent file information to fulfill multiple pending file requests. In another alternative embodiment, the file folders include radio frequency identification tags for passive detection of file folder identification. In a still further alternative embodiment, data from the shelf manager system controls a digital printing press to create direct print color-coded file folders for use with the shelf manager system.

FIELD OF THE INVENTION

[0001] The present invention relates generally to an automated systemand process for tracking paper files and the like, and more particularlyto an automatic system and process for tracking and purging file foldersin a file storage system having predetermined or limited expansioncapacity.

BACKGROUND OF THE INVENTION

[0002] In office environments, although there is a trend toward thepaperless office, where files will exist primarily in electronic form,there is continued reliance on paper files and paper file folders, whichare generally stored on open shelving units or in filing cabinetdrawers. In some environments, such as health care, legal, insurance,and corporate, the number of files and the contents of those files canquickly grow to exceed the capacity of most file systems and the spaceavailable for file storage.

[0003] The problems of storage and tracking of individual files havegenerally been addressed by improving the physical storage shelving tomake it more compact or to provide some automatic means of fileretrieval. For example, U.S. Pat. No. 4,219,296 discloses an automaticfile storage and retrieval apparatus, in which a movable carriagelocates and pulls out individual files stored on coded shelving.Although systems like the one described are basically effective, theyare expensive and they have a limited capacity. Also, file folders whichare inactive and not likely to be needed take up valuable file storagespace.

[0004] Some large businesses have addressed their growing file storageneeds by allocating greater space within their buildings to the filestorage function, and even constructing additional buildings for filestorage; however this is generally an expensive solution, requiring highconstruction costs as well as operating and staffing costs.

[0005] Another solution has been to move the paper files that will notbe needed to an off-site storage facility, where the files are stored onshelving or in cataloged boxes and the like. For example, a typicalmedical records storage facility associated with a large city hospitalmight typically include as many as one million patient files, with450,000 patient files on-site and the remainder in off-site storage. Afile can be retrieved from off-site storage when needed by a system ofdelivery vehicles or other means. The drawback of this method is thatretrieval takes time; often there is a delay of several hours or daysbetween the time the recognition is made to retrieve a file and the timethe file is received. Also, there is a high cost associated with storageand retrieval of records stored off-site.

[0006] Furthermore, there is a problem in classifying which files shouldbe kept on site in primary storage and which files should be sent to theoff-site storage facility. This problem has generally been addressed byhaving a single purging criteria applied to all the files as a whole.Such a purging criteria might be, for example, to remove all files olderthan a certain cut-off date, the logic being that older files would mostlikely not be needed for current referrals. Purging criteria based oncut-off dates does not address the common situation in which files olderthan an arbitrary cut-off date are still needed for various reasons andwill need to be retrieved from off-site storage, incurring time delaysand high costs.

[0007] Another common drawback of conventional filing systems is filesection overflow, in which individual filing sections may becomeoverfilled. This results from some file sections filling at a fasterrate than other file sections due to an increase in the number of filesor an increase in the thickness of individual files due to addedcontent. In these situations, in order to make adequate room for newfiles within overfilled file sections, a manual process known as backshifting is performed, in which the file contents for several shelfsections are redistributed to make more room in the overfilled sections.Back shifting is a time-consuming, tedious process, which can causedelays in normal filing operations during the time the back shifting iscarried out.

[0008] Another problem in managing paper files is how to effectivelydeal with pending requests and multiple pending requests. Oftentimes, anindividual file will be requested by several users simultaneously. Forexample, in the medical field, a new patient's file will need to be seenby doctors in various medical departments, such as radiology andpathology, as well as administrative departments, such as patientbilling. In conventional filing systems, pending file requests arehandled by hand-written routing slips, and files are often not re-routeduntil they are returned to the file shelves. Most existing filingsystems do not have a way to deal effectively with routing the requestedfile to the various users in a time-efficient manner to minimize delays.

[0009] The present invention overcomes the disadvantages of the priorart filing systems.

SUMMARY OF THE INVENTION

[0010] A solution to the problems of prior file storage systems isprovided by the present invention, which optimizes the use of availablefile space by seeking to keep the shelves full or at a predeterminedpercentage of being full, such as 90-95 percent full, while avoiding theproblems associated with overfilled files and back shifting.

[0011] Accordingly, it is an object of the present invention to providea computerized file tracking and purging system which seeks to keep mostfile sections in a file storage facility nearly full but neveroverflowing.

[0012] It is another object of the present invention to provided acomputerized file tracking and purging system which keeps those recordswhich are deemed to be most active within the storage facility andremove or purge the inactive files for removal to off-site or distantstorage.

[0013] It is yet another object of the present invention to provide acomputerized file tracking and purging system which determines for eachfile section, hierarchically, which files are most likely to berequested and which files are least likely to be requested.

[0014] In accordance with the preferred embodiments of the presentinvention, the present invention is a computer-implemented shelf managersystem for tracking, file maintenance, and file purging in health care,government, legal and other record-intensive environments. This presentinvention is applicable to file storage situations such as open shelves,mobile shelves, or mechanical shelving systems—wherever there is adesire to prevent the size of individual file folders from growingbeyond the capacity of fixed-capacity shelves. The objects of thepresent invention are achieved by providing an automated system andprocess for managing paper files, such as medical records contained infile folders and the like, in a file storage system having predeterminedsize or limited expansion capacity.

[0015] The shelf manager system of the present invention is usedadvantageously with the filing method known as terminal digit filing, inwhich a file room or file storage facility is divided in an basicallyequal number of sections. In the present invention, each file folder isassigned a unique file identifier, which links it to the section inwhich it will be stored.

[0016] The shelf manager system of the present invention includes acomputer and a database coupled to the computer for storing sets of datafor each file folder, which are linked by means of the file folder'sunique identifier. The kinds of information stored in the database foreach file folder include, as a minimum, the identifier, the physicalthickness of the file folder, and the storage section to which the filefolder is assigned. In addition to this information, the file databaseincludes various information related to the file folder's content. Inthe case of a medical file folder, for example, the content informationwill advantageously include the patient's visit history, diseasehistory, and other information.

[0017] Whenever a file folder enters or leaves the file room or filestorage facility it is logged-in or logged out through a loggingstation, which is coupled to the computer. The logging station has theprimary purpose of updating the thickness measurement for the filefolder. The thickness is determined by measuring the file folder'sweight, ideally on an electronic scale, although it is contemplated thatthe measurement could also be determined by physical measurement with anelectronic caliper. The weight measurement is converted by the computerto an updated thickness measurement by applying an algorithm thatrelates weight to thickness. At the same time, the total file thicknessfor that file's assigned shelf section is recalculated and compared to auser chosen threshold value, usually in the range of 90 to 95 percent.Information related to the file folder's content is also updated in thecomputer database, such as patient appointment history

[0018] If the total thickness for all file folders within a storagesection exceeds the set threshold percentage of the available storagespace for the storage section, the purging subroutine is initiated. Aset of computer algorithms apply file-usage criteria to each file withinthat file section to identify some folders for purging within thatsection. The folders for purging are added to a purge list, which may beprinted out to be used as a guide by personnel performing the actualphysical purging, usually during the night. The purged files are removedfor shipment to off site storage. The purging subroutine identifies justthe file folders needed to reduce the total thickness for all filefolders below the threshold percentage for that section.

[0019] For the current shelf section, the file folders are purgedaccording to the likelihood that certain files will not be requested inthe future by applying purging algorithms to the individual files. Thepurging proceeds in two stages. In the first stage, file folders arepurged based on a set of predetermined criteria, such as previous visithistory, zip code, disease code, type of exam, and other factors thatwould be predictive of whether that particular folder would not berequested again. In the second stage, file folders are ranked by thedate of last visit.

[0020] In alternative embodiments, document image scanning providesmultiple copies of pertinent file information to fulfill multiplepending file requests. In another alternative embodiment, the filefolders include radio frequency identification tags for passivedetection of file folder identification. In a still further alternativeembodiment, data from the shelf manager system controls a digitalprinting press to create direct print color-coded file folders for usewith the shelf manager system.

BRIEF DESCRIPTION OF THE DRAWINGS

[0021] The foregoing and other objects, features and advantages of theinvention will be apparent from the following more particulardescription of a preferred embodiment of the invention, in conjunctionwith the accompanying drawings. In the drawings:

[0022]FIG. 1 illustrates the shelf manager system of the presentinvention within its operating environment;

[0023]FIG. 2 illustrates active file storage shelving storage as usedwith the present invention;

[0024]FIG. 3 illustrates a typical medical file folder and its componentparts;

[0025]FIG. 4 illustrates an alternative active file storage shelvingconfiguration;

[0026]FIG. 5 illustrates a personal computer system of the type whichmay be used to implement the present invention;

[0027]FIG. 6 illustrates the internal components of the computer systemshown in FIG. 5.

[0028]FIG. 7 illustrates a logging station and its various components;

[0029]FIG. 8 illustrates a multiple logging station embodiment of thepresent invention incorporating a database server as part of a localarea network;

[0030]FIG. 9 illustrates the graphical user interface screen for themain menu of the present invention;

[0031]FIG. 10a-10 b together comprise a flowchart of the main menufunction of the present invention;

[0032]FIG. 11 illustrates the graphical user interface screen for thescan folders subroutine of the present invention;

[0033]FIG. 12a-12 e together comprise a flowchart of the scan folderssubroutine of the present invention;

[0034]FIG. 13 illustrates in flowchart form the data flow of the filepurging subroutine of the present invention;

[0035]FIG. 14a-14 c together comprise a flowchart of the file purgingsubroutine for the present invention;

[0036]FIG. 15 illustrates the graphical user interface screen for thepending requests subroutine of the present invention;

[0037]FIG. 16 is a flowchart of the pending requests subroutine of thepresent invention;

[0038]FIG. 17 illustrates the graphical user interface screen for thefolders master subroutine showing the folders add dialogue box screen ofthe present invention;

[0039]FIG. 18 illustrates the graphical user interface screen for thefolders master subroutine showing the folders search dialogue box screenof the present invention;

[0040]FIG. 19 is a flowchart of the folders master subroutine of thepresent invention;

[0041]FIG. 20 illustrates the graphical user interface screen for thelogin/logout history subroutine of the present invention;

[0042]FIG. 21 is a flowchart of the login/logout history subroutine ofthe present invention;

[0043]FIG. 22 illustrates the graphical user interface screen for theshelf space subroutine of the present invention;

[0044]FIG. 23 is a flowchart of the shelf space subroutine of thepresent invention;

[0045]FIG. 24a-24 h illustrates the graphical user interface screens forthe print reports subroutine of the present invention;

[0046]FIG. 25 is a flowchart of the print reports subroutine of thepresent invention;

[0047]FIG. 26 illustrates the graphical user interface screen for theappointments function of the present invention;

[0048]FIG. 27 is a flowchart of the appointments function of the presentinvention;

[0049]FIG. 28 illustrates audit system graphical user interface screenof the present invention;

[0050]FIG. 29 is a flowchart of the audit system subroutine of thepresent invention;

[0051]FIG. 30 illustrates the graphical user interface screen for theremote scans subroutine of the present invention;

[0052]FIG. 31 is a flowchart of the remote scans subroutine of thepresent invention;

[0053]FIG. 32 is a flowchart of the measure shelves subroutine of thepresent invention;

[0054]FIG. 33 illustrates the graphical user interface screen for theadd employees subroutine of the present invention;

[0055]FIG. 34 is a flowchart of the add employees subroutine of thepresent invention;

[0056]FIG. 35 illustrates the graphical user interface screen for theadd locations subroutine of the present invention;

[0057]FIG. 36 is a flowchart of the add locations subroutine of thepresent invention;

[0058]FIG. 37 illustrates the graphical user interface screen for thesystem setup subroutine of the present invention;

[0059]FIG. 38 is a flowchart of the system setup subroutine of thepresent invention;

[0060]FIG. 39 illustrates the graphical user interface screen for thecompress files subroutine of the present invention;

[0061]FIG. 40 is a flowchart of the compress files subroutine functionof the present invention;

[0062]FIG. 41 illustrates the graphical user interface screen for usewith the present invention for tracking and purging x-ray film jackets;

[0063]FIG. 42 illustrates an alternative embodiment of the presentinvention, showing intelligent imaging;

[0064]FIG. 43 illustrates another alternative embodiment of the presentinvention, showing radio frequency identification and tracking of files;and

[0065]FIG. 44 of the present invention illustrates a still furtherembodiment of the present invention, showing on-demand file creation.

DESCRIPTION OF THE PREFERRED EMBODIMENTS

[0066] Turning initially to FIG. 1, an exemplary system is shown whichincorporates a shelf manager system 10 in accordance with the preferredembodiment of the present invention. In FIG. 1, the preferred embodimentof the present invention is for use in a medical center 12 or likeenvironment. However, it should be noted that the principles of thepresent invention are applicable in any environment in which largevolumes of records are kept as paper files. Such other environmentsinclude, for example, federal and state government agencies, law firms,and insurance companies. Also, although the preferred embodimentsdiscuss file folders stored on open shelving, for simplicity, it isunderstood that the principles of the present invention apply equally toother expandable file holders such as x-ray jackets, which typicallyinclude an outer jacket, an inner jacket and the x-ray film itself. Thepreferred embodiments also describe files stored on open shelving, butit is understood that the principles of the present invention also applyto file systems using filing cabinets or other file storage means.

[0067] In general terms, the shelf manager system 10 of the presentinvention comprises a computer, computer software, and related computerinput and output devices which are used to dynamically track and controlthe movement of file folders between a patient medical care facility 14and a medical records storage facility 16. File activity is the termgiven to express a measure of the likelihood that a given file folderwill be requested for transfer to the patient medical care facility 14.Active files are those having the highest file activity and most likelyto be requested; semi-active files have much lower file activity and areless likely to be requested than active files; and inactive files havethe lowest or no activity and are therefore the least likely to berequested.

[0068] The shelf manager system 10 analyzes file folder activity using aset of computer-implemented algorithms that identify the most activefiles, which must be stored in active file storage 16, the next groupingof semi-active files, to be stored in semi-active file storage 18, andinactive files which have a very low likelihood of being requested andcan thus be safely stored in off-site warehousing facilities 20permanently or for infrequent retrieval.

[0069] This is accomplished by tracking paper growth in the active filestorage 18 by continuously calculating the total thickness of papersheets added or subtracted from the file system as a whole, andparticularly within file storage sections, as will be described, andproducing a purge list whenever a predefined threshold is exceeded. Thepurge list is used for removing certain low activity files from theactive file storage 18 reduce the total thickness below the threshold.Based on the principles of operation of the present invention, theefficiency of the file storage system is increased because the filesthat are most likely to be requested are the same files that are mostlikely to be resident in active file storage 18, and files that are lesslikely to be requested are moved either to semi-active storage 20, or inoff-site storage 22. The present invention also ensures that most of theavailable file space in the active file storage 18 will be almost fullyutilized. In addition, the shelf manager system 10 of the presentinvention prioritizes and handles pending requests and providesreporting functions.

[0070] In FIG. 1 the medical center 12 may be, for example, a largemetropolitan hospital or even a small medical affiliate, which wouldtypically provide medical treatment services to patients and also becapable of providing these medical services to the same patientpopulation over an extended time period. The medical center 12 includesa patient medical care facility 14 and a medical records storagefacility 16, which stores and manages all individual patient files,generally in the form of paper files contained in folders, which will bedescribed in more detail in what follows.

[0071] In a metropolitan hospital, the patient medical care facility 14is typically departmentalized into a number of functional units havingvarious diagnosis or treatment specialties such as emergency 24,radiology 26, pathology 28, hematology 30, and oncology 32. This listingis merely exemplary and not all-inclusive. In addition to diagnosis andtreatment departments, the patient medical care facility 14 alsoincludes administrative (non-diagnosis and non-treatment) departmentssuch as patient billing 34 and patient admissions 36. Again, thislisting is merely exemplary and not all-inclusive. For a given patientseeking treatment for illness or injury, multiple departments willnormally be responsible for the patient's processing, diagnosis, andtreatment. Those departments will require access to the patient'smedical file for reasons related to the specialty of each requestingdepartment, and the files will need to be updated with new informationfrom the diagnosis or treatment that was performed or for administrativereasons, or both. The various departments request patient files to bephysically transferred from the medical records storage facility 12 tothe patient medical care facility 14, as needed, and then returned tothe medical records storage facility 16.

[0072] Requests for patient file folders are called pending requests andit is possible for there to be multiple pending requests for a patient'sfile folder at any one time. The shelf manager 10 tracks all pendingrequests. Pending requests are entered into the shelf manager system 10and routing slips are printed. The requested patient file folder is thenphysically removed from the shelf and routed to the requester. When thefile is returned to the medical records storage facility 16, the shelfmanager system 10 searches for any other pending requests. If otherpending requests are found, the file folder is electronically flaggedand it is rerouted to the requestor's locale. This process continuesuntil all the pending requests are filled for a particular patient'sfile folder. When a pending request has been filled and the file movedfrom the file storage facility 14, the file is termed an out-of-filerecord 38. Out-of-file records 38 may be physically within therequestor's department or in transit between departments.

[0073] In addition, the medical center 12 typically includes a computermainframe 40, which stores data related to individual patients in amedical records database 42. The kinds of information tracked forindividual patients may include: name, address, visit history, disease &treatment codes, insurance, and billing information. The computermainframe 40 may be physically located within the medical center 12 orat a separate or distant location. If at a separate location, thecomputer mainframe 40 would be accessible to designated hospitalpersonnel in the medical center 12 by means of conventional local areanetwork (LAN) or wide area networking (WAN) technology.

[0074] Although medical records computers, such as the computermainframe 40, store an increasing quantity of patient data, the primarypatient files are in paper form. Over time, the trend will be towardincreased storage of patient records in electronic form, but reliance onpaper records will continue well into the future.

[0075] In FIG. 1, it can be seen that the medical records storagefacility 12 includes an active file storage 18 for storing in-filerecords 44, and a semi-active file storage 20. The active file storage18 is generally in the form of static shelving which will be describedin more detail in connection with FIG. 2. The active file storage 18 hasto be sufficiently large to provide storage space for the majority offiles which may be requested by the patient medical care facility 14.For a large metropolitan hospital, the number of files in active storagemay number more than 400,000, partly because patient files are rarelydestroyed and the patient files may go back several decades. It isimportant for the active storage 18 to be in close proximity to thepatient medical care facility 14, so that patent records as required bythe various medical departments are conveniently accessible to thedoctors, laboratories, and administrative personnel in the patientmedical care facility 14 as needed, without undue delay.

[0076] The difficulty of maintaining a large active storage 18 isreadily apparent. As total file volume grows, the conventional solutionhas been to physically add additional space and personnel to cope withthe increased volume. New medical records storage facilities areacquired in the form of additional buildings and support staffs tohandle the need for increased storage space. The shelf manager 10eliminates the need for providing additional active file storage 18 byefficiently utilizing the existing space, specifically by keeping theactive file storage 18 as full as possible only with those files thatare most likely to be requested by the patient medical care facility 14.The remaining files may safely be moved to the semi-active storage 20,where the files are stored on less-accessible mobile shelving units,which provide an increased storage density, and finally to low costoff-site storage.

[0077] Referring now to FIG. 2 and FIG. 3, the organization of theactive file storage 18 is shown in more detail. For the purposes of thepresent discussion, the active file storage 18 is advantageouslylocalized to a single file room. However, the principles of the presentinvention are application to file storage configurations of all typeswithout limitation. The file room includes several steel shelf units 46,organized and arranged in an optimal manner to form aisles, to maximizethe use of available space. Each shelf unit 46 includes a plurality ofshelf levels 48 and shelf sections 50. Shelves of this type aretypically eight feet high and accommodate six to ten shelf levels. Also,each shelf section has a typical length dimension in the range of 30inches to 48 inches. The shelf unit shown in FIG. 2 can therefore beconsidered exemplary. The shelf manager system 10 tracks the fullness ofeach shelve independently, so there is no need to have all the shelfunits be uniform in height or length.

[0078] The file folders 52 stand freely on the shelf and preferably filla shelf section most efficiently from left to right, rather than beingstacked from bottom to top, although the present invention is notlimited to the method the shelves are filled.

[0079] The shelf arrangement may include vertical file supports orvertical file guides 53 utilized to provide support to the file foldersin sections which are less than full or to otherwise subdivide a shelfsection, as will be described in what follows.

[0080] In the preferred embodiment of the present invention, the fileroom is subdivided into a number of subsections, and the subsections areadvantageously designated by unique numbers or other indicia. Also, itis not required for the subsections to be the same width as shelfsections. In FIG. 2, the shelf subsection 54 which shows the identifyingnumber “20” is smaller than one shelf section width, while the shelfsubsection 56, 58 which shows the identifying number “21” is larger thana section width. As a third example, the subsection 60, which shows theidentifying number “28” is exactly equal to a subsection width. FIG. 2also illustrates that shelf subsections need not be constant in width.Over time, some subsections will expand and some sections will contract,because the thickness of individual file folders will vary.

[0081] In contrast, FIG. 3 shows an alternative shelf arrangement inwhich the subsections are equal in width to the shelf sections. In bothshelf arrangements shown in FIG. 2 and FIG. 3, each subsection has aunique identifier, allowing the subsection to be tracked independentlyof the other shelf subsections. Also, each shelf subsection mayadvantageously be bar coded so that its location may be tracked by theshelf manager system 10.

[0082] In the preferred embodiment, the file folders 52 are organizedaccording to the terminal digit filing system, which is widely used inmany industries, particularly the medical field.

[0083] In the case of a typical medical center 12 such as a hospital,patient file numbers are issued sequentially and are never reused. Itwould not be uncommon for a large hospital to have issued more than amillion sequential patient numbers over the years. In such a case, anewly issued file number might typically be “123-45-67,” which wouldrepresent the 1,234,567^(th) patient to enter that hospital.

[0084] Terminal digit filing seeks to distribute the file folders 52evenly in the total space available in the active file storage 18. Underthis system, the active file storage 18 is divided, initially, into10,000 even sections. The first division of the file space consists of100 main sections representing the last two digits, 00 to 99, of asequentially-issued number series of indeterminate length. These lasttwo numbers are called the terminal digits (TD). For example, in thenumber 123-45-67, the terminal digits are “67.” The “6” is the firstterminal digit, representing ten percent of the total available filespace; it is usually signified by the middle position color band on aside tab folder with three positions of color bands, manufactured foropen shelf filing. The color coding of file folder 52 will be describedin more detail in what follows and further on with reference to FIG. 4.The “7” is the second terminal digit, representing one percent of thetotal available file space; it is usually signified by the bottomposition color band on a side tab folder with three positions of colorbands, manufactured for open shelf filing.

[0085] The 100 terminal digit sections, 00 to 99, are each divided into100 subsections, each subsection designated by two digits, 00 to 99,called the middle digits (MD). In the example 123-45-67, the middledigits are “45.” The “4” is the first middle digit, representing 0.1percent of the available file space; it is usually signified by the topposition color band on a side tab folder with three positions of colorbands manufactured for open shelf filing. The “5” is the second middledigit, representing 0.01 percent of the available file space. Unless theactive file storage 18 is unusually large, designed to accommodateseveral hundred thousand to a million or more file folders 52, it willnot usually be necessary to add a fourth color band to represent secondmiddle digit.

[0086] The first three digits, “123” in the example number 123-45-67,are called the tertiary digits and are filed in sequential order afterthe file folder 52 is placed in terminal digit and middle digit order.If all the numbers in a series of 1,234,567 numbers were in the samefile space, the tertiary digits in this example would designate the123^(rd) folder filed in sequential order in the “45” middle-digitsubsection of the “67” terminal-digit section.

[0087] Terminal digit filing uses color-coding to identify filesbelonging to the same section or subsection. Using terminal digitfiling, it is almost impossible to misfile a file folder, because of thecolor bands associated with each file. If a file folder 52 is misfiled,it will attract attention because of its different color-band patterncompared with the other file folders 52 for that subsection. Using colorcoding to represent both of the terminal digits and the first of themiddle digits of a sequentially issued number reduces the area of apossible misfile to 0.1 percent of the total active file storage 18. Anactive file storage 18 containing 150,000 folders would have 150 filefolders 52 in each middle digit section with the same color bands. Inthe present example, terminal digit 7 is represented by the color brownin the bottom band; terminal digit 6 is represented by the color yellowin the middle band; and middle digit 4 is represented by the colorpurple on the top band. Typically, these 150 file folders 52 would fiton a single shelf, and any misfiles would be limited to this area orwould show up as a clash of color in another section.

[0088] Using the terminal digit filing system, file numbers in eachsubsection should grow evenly, statistically. This is true to a point;however, the thickness of individual files varies according the contentof the file, which can be greater or less than average, depending on thequantity of patient data.

[0089] Turning now to FIG. 4, a typical file folder 52 is illustrated ofthe type which may be effectively utilized with the present invention.The file folder 52 is preferably of the type produced and manufacturedby Ames Color-File of Somerville, Massachusetts, for medicalapplications. The file folder 52 includes file stock substrate 63 foldedinto a front cover 64 and a rear cover 66. File content 68 is positionedbetween the front cover 64 and the rear cover 66, and consists ofindividual perforated paper sheets or pages of patient-related data.These pages generally include laboratory test reports, physician's notesand numerous types of pre-printed forms associated with the patient'sprocessing, diagnosis, and treatment. The file content 68 is continuallysupplemented and updated and thus provides a historical record of thetreatment of the patient. In cases where a patient is undergoingextensive or continual diagnosis and treatment, or in cases when thepatient has been using the same hospital for many years, more than onevolume or even several volumes may be required for a single patient.

[0090] The file content 68 is generally held between the file foldercovers 64, 66 by a flexible paper fastener such as the one described inU.S. Pat. No. 4,084,911, which is hereby incorporated by reference.

[0091] The rear cover 66 includes a tab portion 70 for indexing thefiles. The tab 70 of the rear cover 66 extends beyond the edge of thefront cover, so that, when the file folder 52 is in-file in the shelfunit 46 shown in FIG. 2, the tab 70 will be visible at a glance or froma distance. The tab 70 includes a patient number block 72 and theterminal digit number 74, which indicates the section wherein the filefolder 52 is to be filed. The individual digits of the terminal digitfiling system 74 are included on small color-coded squares 76, 77, 78,wherein specific digits correspond to specific colors, as previouslydescribed. In FIG. 4, the digits “467” represent the terminal digits“67” and the first middle digit “4.” A file folder 52 with thisdesignation will be properly filed in section “67” of the 100 sectionsof the file room and in subsection “4” within that section. Thecolor-coding is visible from a distance, so that it is immediatelyapparent that the file folder 52 has been correctly filed with respectto the other file folders 52 having the same terminal digits, asdiscussed above. As part of the present invention, during manufacture ofthe file folder 52, the patient name, terminal digit numbers andcolor-coded squares may be provided by means of direct printing on thesubstrate 63 of the file folder from a digital color press of the typemanufactured by Indigo N.V. of Maastricht, The Netherlands, whichutilizes liquid toner for high speed color printing. This embodiment ofthe present invention will be described in more detail further on.

[0092] The front cover 64 includes a patient name block 80 well as asecond patient number block 81 to provide additional file identificationindicia when the file folder is removed from its shelf. The front cover64 also includes a bar code label 82, which is utilized by the shelfmanager system 10 of the present invention for tracking data about thefile, as will be described in what follows.

[0093] The file has an associated thickness measurement 84, whichindicates how much file space a file takes up on a shelf, and thismeasurement is used by the shelf manager system 10 to create a filepurge list. The file content 68 consists essentially of single sheets ofpaper, which have an average thickness of 0.01 inches. The thickness 84of the file folder 52 has been found to average approximately 200 pagesper inch, including the thicker front cover 64 and rear cover 66 withthe tab 70. It is within the scope of the present invention to providemeasurements of the thickness 84 of file folders directly by means of anelectronic caliper or the like.

[0094] In the preferred embodiment of the present invention, it has beenrecognized that a file folder's weight 86, indicated by the arrow inFIG. 4, is proportional to its thickness 84; therefore, by weighing afile, and by making a simple mathematical computation, a thicknessdetermination can be made. Specifically, one sheet of paper weighsapproximately 0.01 pounds, and an empty file folder weighs approximately0.1 pounds. A file folder having a thickness 84 of one inch also has afolder weight 86 of approximately 2.0 pounds. Although it is recognizedthat paper sheets and folder stock are available in a range ofthicknesses, the averages presented here have been found to workeffectively in achieving the objectives of the present invention.

[0095] Referring now to the FIG. 5 and FIG. 6, a computer system 88 isillustrated which is incorporated in the present invention. The computersystem shown in FIG. 5 and FIG. 6 is a standalone desktop computersystem, such as a Dell Optiplex Pentium-II personal computermanufactured by Dell Computer Corporation of Round Rock, Tex. However,it is to be understood that other general purpose computer systems maybe advantageously used in the present invention.

[0096] The major physical components of the computer system 88 are adisplay monitor 90 including a display screen 91, a keyboard 92, and acomputer base unit 94 that internally houses a number of electroniccircuits including central processing unit (CPU) 96. As shown in FIG. 6,the computer system 88 comprises a bidirectional data bus 98interconnecting the CPU 96, a plurality of input devices, outputdevices, and the system memory.

[0097] The base unit includes internal memory 100, on a circuit cardtherein, typically comprising random access memory (RAM) for temporarystorage of information and read only memory ROM for permanent storage.Also housed in the base unit 94, the computer system 88 includes one ormore mass storage devices in the form of hard disk drives and floppydisk drives 102, which are connected either directly or indirectly tothe computer's data bus through a hard drive & floppy drive interface104. Additional mass storage is in the form of a conventional CD-ROMwhich is connected to the computer's data base through a CD-ROMinterface 108. For descriptive purposes, the computers internal memory100 and mass storage devices 102, 106 will be collectively referred toas “storage” when data can be stored in any type of data storage unit.

[0098] Computer input is provided by a conventional keyboard 92connected to the data bus 98 through a keyboard interface 109, and alsoprovided by a conventional mouse 110 connected to the data bus 98through a serial/mouse port 112. The keyboard includes a plurality ofalphanumeric keys 114 and may also include a dedicated numeric keypad116. The mouse 110 includes at least one button-type switch 118 operatedby a user of the system. A cursor is displayed on the screen 91 and itsposition is controllable via the mouse 110 or the keyboard 92, as iswell known. Herein, the terms “click” and “clicked upon” are used todescribe the situation in which a cursor is positioned over a screenobject and the mouse button 118 or one of the keyboard keys 114 ispressed and, in some implementations, then released. The computer 88also includes a peripheral input interface 120 for connecting additionalinput devices as will be described below.

[0099] Computer output is in the form of a conventional display monitor90, having a CRT display screen, which is connected to the system bus 98through a display interface 122. The display device need not be aseparate display monitor, but may be housed in the same unit as the CPUprocessor 96. The computer 88 also includes a peripheral outputinterface 122 for connecting additional output devices such as printersas will be described in connection with FIG. 7.

[0100] The computer also includes a network interface 124 so that it maybe linked to a local area network (LAN) or wide area network (WAN) aswill be described in connection with FIG. 8.

[0101] In general operation of the computer 88, information in the formof control and data signals are received from the connected inputdevices. The signals are provided via the system bus 98 to the CPU 96for processing, for storage on the mass storage unit 102, and fordisplay on the display screen 91, or for output of other peripheraloutput device.

[0102] The computer system 88 further includes operating software storedin memory 100 or stored in mass storage 102 and then loaded into memory100 when executed. The software includes an operating system forcontrolling and coordinating the computer system 88. The presentinvention, operating in conjunction with the computer 88, includes thecapability to process data, graphics, and sound while providing awindowing environment for display on the display monitor screen 91. Theoperating system may be a Windows 95, Windows 98, or Windows NT 4.0 orlater operating system developed and sold by Microsoft Corporation ofRedmond, Wash.

[0103] The shelf manager system 10 is a file management toolparticularized for managing medical file folders and incorporates arelational database 126 to perform this function. In the preferredembodiment, this relational database was developed utilizing Foxpro,created by Microsoft Corporation. Foxpro is an object-oriented datadevelopment system which provides tools for developing relationaldatabases management systems and applications, which have the capabilityof organizing information into tables, editing that information, runningqueries, and running reports. The Foxpro product operates within theMicrosoft Windows and DOS operating system environment and utilizes suchfeatures as pop-up dialogue boxes, which gives the user a choice ofentering or modifying program parameters at key points while operatingthe database application. It is contemplated that other relationaldatabases may also effectively be used to implement the principles ofthe present invention. Also, Visual Basic also available from Microsoft,is utilized for interfacing to an electronic scale and bar-code scanner,which is described in what follows.

[0104] Turning now to FIG. 7, a logging station is shown as used in thepresent invention. Whenever a file folder 52 is removed from orredeposited into active file storage 18, the logging station 128 is usedto identify the file folder 52 and to determine and update the filefolder thickness 84 data by determining file folder weight 86. Thelogging station 128 includes the personal computer 88, an electronicscale 130 input device, a bar code scanner 132 input device, a thermallabel printer 134, and a page printer 135. The various components of thelogging station 128 are advantageously located contiguously on atable-top location to provide for the cooperative operation of thevarious peripheral components.

[0105] The electronic scale 130, bar code reader 131, thermal labelprinter 132, and page printer 133 are coupled to the computer 88 throughthe respective peripheral input interface 120 and the peripheral outputinterface 122.

[0106] The electronic scale 130 is preferably of the type available fromSalter Weigh-Tronix Co. of London, England. The scale is a bench typescale having the capability of determining file folder weight 86 to aprecision of 0.01 pounds. This corresponds to the weight of a singlepage of paper. Thus the addition or subtraction of single pages of afile folder 52 may be accurately tracked using the scale. The computer88 uses the weight 86 measurement to compute the current thickness 84 ofthe file folder 52.

[0107] The bar code reader 131 includes a standard gun type scanner 134manufactured by PSC, Inc. and attached to a wedge decoder 135manufactured by Percon, Inc. of Mount Wilson, Oreg. The bar code reader131 is used to scan the bar code label 82 on a file folder 52 so that itmay be accurately tracked by the shelf manager system 10. It isanticipated that portable bar code scanners may also be used.Furthermore, the bar code reader 132 incorporates a scanner controldevice 136 and supporting software. When the scanner is NOT READY or ifa SCANNING ERROR occurs, the scanner control device 136 shuts off thescanner and the application software provides an alarm to signal forappropriate intervention by the user.

[0108] The bar code label printer 132 is a direct thermal printermanufactured by Eltron, Inc. The shelf manager system 10 automaticallyprints bar code labels as required or whenever the operator manuallytypes a record number. It is possible for one patient's folder to occupyone, two or several volumes. The shelf manager system 10 of the presentinvention automatically determines when a second or additional volumeshould be created. A volume creation subroutine automatically determinesif the file folder thickness 84 exceeds a predetermined threshold value,and in response to this indication, the shelf manager system 10initiates a file creation subroutine that automatically prints a filelabel for the new file folder volume. This subroutine will be discussedin connection with FIG. 12.

[0109] In the preferred embodiment, the logging station 128 is astandalone system, but it may also be part of a local area network, or aclient-server network. Referring to FIG. 8, implementation of thepresent invention as part of an Ethernet network 138 is illustrated. Inthe figure, a number of logging stations 128 are shown, indicated ascomputer workstations, with the attached peripherals not shown forsimplicity. It is conceivable that ten or more logging stations may berequired to manage file folders in a major medical records storagefacility 16. Also connected to the Ethernet network 138 is the hospitalmainframe 40, which allows the individual logging stations to retrievebasic patient data from the hospital mainframe 40 and to update data tothe hospital mainframe 40. The network configuration also includes adatabase server 140 which controls and provides network access to thedatabase 126.

[0110] Turning to FIG. 9, the user interface screen for the system menu142 is shown as seen on the display device 91. The system menu 142includes three columns of user-selectable screen buttons which call upvarious program functions. The screen buttons are selectable in aconventional manner by moving a mouse-controlled cursor around thedisplay screen 91 until the cursor is positioned over the screenlocation corresponding to the chosen function and then by clicking themouse 110 to select that program function. When a program function isselected in this manner, the system calls up that subroutine to whichthe system call is directed, and the subroutine is executed, providingthe user with other screens which provide requested information or allowfor the input of data or parameters necessary for that subroutinefunction. After completed execution of the user-selected functions, themain menu program will loop back to the system menu screen 142. Theflowcharts in FIG. 10a and FIG. 10b show the program functionsassociated with the main menu 142 for each of the various screen buttonsshown in FIG. 9. The individual subroutines will be discussed in moredetail in what follows.

[0111] The scan folders button 144 calls the subroutine TRMWB 146, whichallow the user to log out folders to various locations includingoff-site storage locations, and allows the user to log folders back intothe system. This folder master function is described with moreparticularity in connection with FIGS. 12a-12 e.

[0112] The pending requests button 148 calls the subroutine PNDW 150,which provides the user with screens to enter requests for folders andtrack those requests. The pending request function is described withmore particularity in connection with FIGS. 15 and 16.

[0113] The folder master button 152 calls the subroutine MSTW 154, whichprovides basic information about a folder such as the last time loggedout, the date of last log-out, the requester, and the location, etc.This folders master function is described with more particularity inconnection with FIGS. 17 through 19.

[0114] The about the system button 156 calls the HELP subroutine 158,which provides information about how to use the system to the user.

[0115] The Log-in/Log-Out History button 160 calls the subroutine TRHWD162, which provides the user with a history of all folder activity. TheLog-in/Log-out History function is described with more particularity inconnection with FIGS. 20-21.

[0116] The shelf space subroutine 164 calls the subroutine SHFW 166,which displays statistics of all shelf space, including shelf size,inches used, and locations. It allows the user to edit existing data andenter new information about shelf spaces and locations. The shelf spacefunction is described with more particularity in connection with FIGS.22-23.

[0117] The print reports button 168 calls the subroutine RPTW 170, whichallows the user to print reports, folder labels, shelf labels and newvolume labels. The print reports function is described with moreparticularity in connection with FIGS. 24 and 25.

[0118] The quit to windows button 172 calls the exit subroutine EXIT174, which exits the shelf manager application.

[0119] The appointments button 176 calls the appointment subroutineAPPTW 178, which manually downloads any appointment information from thecomputer mainframe 40. The appointments function is described with moreparticularity in connection with FIGS. 26 and 27.

[0120] The audit system button 180 calls the import pull list subroutineAUDW 182, providing the with either a screen output of print output oferrors detected is the database such as mismatched patient names andnumbers. The audit system button 180 is described with moreparticularity in connection with FIGS. 28 and 29.

[0121] The remote scans button 184 calls the remote scans subroutineRDRWT 186, which allows the user to update the present location offolders logged out by using portable bar code readers. The remote scansfunction is described with more particularity in connection with FIGS.30 and 31.

[0122] The measure shelf button 188 calls the measure shelves subroutineFLDWS 190, which allows the user to record, measure, label folders oneach of the shelves. The measure shelf function is described with moreparticularity in connection with FIG. 32.

[0123] The add employees button 192 calls the add employee subroutineEMP 194, which allows the user to list all employees engaged in folderscanning along with their passwords. The add employees function isdescribed with more particularity in connection with FIGS. 33 and 34.

[0124] The add locations button 196 calls the add locations subroutineLOCW 198, which allows the user to enter the locations for logged-outfiles, including those in off-site locations. The add locations functionis described with more particularity in connection with FIGS. 35 and 36.

[0125] The system setup button 200 calls the system setup subroutineSYSW 202, which allows the user to set and modify the configurationparameters used by the system. The system setup function is describedwith more particularity in connection with FIGS. 37 and 38.

[0126] The compress button 204 calls the compress files subroutine FILWC206, which is periodically used to reorganize and streamline all theapplication files. The compress function is described with moreparticularity in connection with FIGS. 39 and 40.

[0127] Turning now to FIGS. 11 and 12a-12 e, the scan folder subroutineis discussed in more detail. The scan folders subroutine allow the userto log-out file folders to various locations and log-in the file foldersback into the shelf manager system 10. The scan folders screen 208displays folder specific information such as folder and volume number,patient name, folder size upon leaving and returning to the file room,the shelf number where the folder is stored, and various date-relatedinformation.

[0128] In operation, following the flowcharts in FIGS. 12a-12 e, thelog-out subroutine begins with step 210, in which the program is waitingfor a folder. The user places a folder 52 on the electronic scale 130and scans the bar code label 82 with the bar code reader 131 oralternatively enters a folder number and volume number via the keyboard92. In steps 214 and 216, the program determines if the folder wasscanned; if not scanned, the system sets a flag. In step 216, as anoption, a determination is made whether the file folder is the lastvolume, by scanning the volume number in step 218. If there is no volumenumber, the last volume flag is set in step 220, indicating that thefile folder has only one volume. If there is volume number, the lastvolume flag is reset in step 222. The volume number is scanned in step224 and the volume number is stored in step 226.

[0129] For the folder number scanned from the bar code label 82 orentered via the keyboard 92, the system compares the number in step 228to valid file number criteria. If the file number is not valid, an errormessage is returned to the screen 208.

[0130] Before a folder can be scanned, a determination is made in step232 whether there is a master record for the current file folder 52. Ifthere is no master record, the user is prompted in step 234 to enterbasic master record information such as the patient's last and firstname in step 235. If the master record was present, or if theinformation was not added in step 236 to the master at this time, theprogram exits in step 237. If the master record was present in step 232,or if the information prompted for was entered, the information is addedin step 236, the program proceeds to step 238 to process the folder in.Optionally, the system can automatically create a master file withoutoperator intervention via the add auto step 240 and the add 242 step.

[0131] The program has the provision determining in step 244 if there isa computer mainframe, and if so, updating the master patient informationin the mainframe in step 246.

[0132] The subroutine next determines in step 248 if the folder has beenlogged or not. If the folder has not been logged, a determination ismade if there has been an auto log-out in step 250. If yes, the systemautomatically creates a logout 251. If no, the user is prompted to enterlogout information in step 252. If the information has not been properlyentered in step 254, the program exits in step 256. If the folder waslogged in step 248 or if the information has been entered in response tothe prompt, the shelf space field of the record is updated in step 258.

[0133] The log-in part of the subroutine begins with step 260, where adetermination is made whether the file is being logged in. If the fileis not being logged in, the program exits in step 262. If the file isbeing logged in, the program first locks all files in step 264 andretrieves the master file in step 266.

[0134] The next part of the subroutine directly concerns the weighing ofthe file folder 52 on the electronic scale 130 and the determination ofthe folder's size. First, in step 268, it is determined if the scale 130is in use, indicating that the file folder 52 is present. If the scale130 is in use, the weight is read in step 270. In step 272, adetermination is made whether the weight measurement is valid or whetheran error occurred. If there was a weight error, an error message isdisplayed in step 274 and the program exits in step 276. If there is noweight error, the size of the file folder 52 is calculated in step 278.The screen and record are then updated with the next login data in step280. If the scale 130 was not in use in step 268, the program proceedsdirectly to the update step 280.

[0135] The master file record is next updated with the new sizeinformation in step 282, and if the shelf manager system 10 is connectedto a computer mainframe 40, in step 284, the updated information isdownloaded to the mainframe in step 286.

[0136] The system next proceeds to print a bar code label if needed.First, in step 288, a determination is made whether the bar code labelprinter 132 is in use, or ready to print a new label. In step 290, if isdetermined whether the bar code for the file folder 52 had been scanned.If the bar code was not scanned, the assumption is made that the filefolder 52 requires bar code label to be printed, and the label isprinted in step 292, and the non-scanned flag is reset in step 293.

[0137] In step 294, the file folder 52 is checked for any pendingrequests, and if there are no pending requests, a determination is made,in step 296, whether or not the folder 52 should be purged from activefile storage 18. If the decision is made to purge, an off-site pendingrequest is created in step 298 and the program proceeds to step 306. Ifthe determination is not to purge, the program exits directly in step300.

[0138] If there are pending requests, as determined in step 294, thefile folder 52 is logged out. The program first determines in step 302if there is more than one pending request; if there is, the operatorselects the next logout request in step 304. After step 304, the programdetermines if the files are locked in step 306. If the files are notlocked, an error message is displayed in step 308 and the programs againexits at step 300. If all the files are locked in step 306, the programproceeds in step 310 to determine whether the scale 130 is in use, andif the weight on the scale is valid in step 312. If the weight is notvalid, an error message is displayed in step 314 and the program exitsin step 316. If the weight is valid, the size of the folder iscalculated in step 318. If the scale was not is use, or after completionof calculating the file size, the master file is updated in step 322. Instep 324, a determination is made if the present file folder 52 needs anew folder. If a new folder is required, the system user is alerted instep 326, so that the folder data may be properly supplied. Otherwise, arouting slip is printed to accompany the file to the requestor'slocation. If the user manually inputs the folder number into the systemvia the keyboard, the system prints a new bar code label in step 332. Instep 334 the scanned/volume flags are reset and the program exits instep 336 to await a new folder transaction.

[0139] Turning now to the subject of file folder purging, it has beenstated that an object of the present invention is to provide a shelfmanager system 10 which keeps the active file storage 18 as nearly fullas possible with files that have the highest probability of beingrequested. The purpose of this, as stated previously, is to minimize theexpensive transport of files, to and from the off-site storage facility22.

[0140]FIGS. 13 and 14a-14 c describe the program flow of the purgeprogram. Ideally, the purge program is performed in real time whilescanning folders in or periodically, such as on a nightly basis. Thepurpose of the purge program is to determine whether any individualshelf subsections are more than a predetermined percentage full. To makethis determination, the purge program uses the thickness data for eachfile folder 52 within a file subsection 54. As discussed previously,purge program looks at each shelf subsection 54 independently todetermine if a subsection is filled beyond its preset threshold value.If the threshold value is exceeded, the purge program uses file usagealgorithms to remove the file folders 52 within a shelf subsection 54which have the lowest probability of being requested in the future.

[0141] Initially, when an active file storage facility 18 is being setup for the first time to utilize the shelf manager system 10 of thepresent invention, an initial audit of the entire facility 18 willnormally be conducted. During this audit, each shelf section will bemeasured. The total occupied inches of files for each section will alsobe measured for each middle digit section (1000 total), according theterminal digit filing system discussed above. Thus, for each middledigit section, an occupied percentage of physical inches available willbe initially established and mapped to the database of the shelf managersystem 10. This is a required first step.

[0142]FIG. 13 is a generalized view of the file folder purging processas it occurs after the initial audit. Whenever a file folder 52 islogged-in via a logging station 128 in step 338, it is weighed and itsthickness determined. The shelf manager system 10 then determines instep 340 if the threshold percentage for the file folder's subsectionhas been exceeded by the newly measured thickness for the file folder52. This determination will be made by comparing the total file inchesof all file folders in the subsection, including the newly logged-infile folder 52, to the available inches in the shelf subsection, anddetermining if the percentage full exceeds a threshold percentage,generally 90 to 95 percent, which can be set by the user. If thethreshold has been exceeded for that folder's section, shelf manager 10automatically invokes the purge subroutine in step 342.

[0143] Once the purge subroutine has been invoked, the purge processproceeds in two stages. In the first stage, step 344, purging algorithmsare applied to all files in a section to identify certain “specialfiles” which are automatically added to the purge list. These specialfiles are identified according to criteria which establishes a lowprobability that the file will be requested in the future. Certainspecial criteria are based on patterns in the patient's visit history,including the following:

[0144] Breaks in Patient's Visit History—Five visits in the last twoyears followed by no visits in the last six months is generallyindicative of a patient's death off-site, or a situation stabilizedenough to not require further treatment at the facility, or a move to analternative treatment center.

[0145] Distant Zip Codes—If patient's home zip code does not match anylocal zip codes, this may be indicative of a patient who was travelingand will not return for any subsequent visits.

[0146] Disease Codes—Certain disease codes, such as specific types ofcancer, followed by no visits for a predetermined time period may beindicative of a patient's death off-site, or a move to an alternativetreatment center.

[0147] Administrative requests—Non-diagnosis or non-treatment requestsare generally one time only requests.

[0148] Periodic Treatment Codes—Certain treatments are periodic, such asannual mammography tests. The file folders should be purged to off-sitestorage 22 at the conclusion of the patient's visit and returned priorto the next scheduled exam.

[0149] New Unit Numbers—Approximately five percent of new patients seenby a medical facility are chronically ill, thus leaving 95 percent ofnewly added patients as episodic and may therefore be safely removedafter six months of inactivity.

[0150] In the second stage, in step 346, a determination is made whetheradditional purging is required to bring the subsection percentage belowthe threshold value. If additional files need to be purged, all theremaining files in a shelf subsection 54 are ranked in step 348 in orderof the last time each was requested. The assumption is that the longer afile remains in active file storage 18, the higher the probability thatit will be requested in the future. In step 350, files are added inreverse rank order to the purge list, with the program recalculating thesubsection percentage as each file is added to the list, until thesubsection percentage is below the threshold setting for thatsubsection.

[0151] This process is continued all logged-in folders until allaffected subsections exceeding the threshold percentages have beenpurged. A purge list is then printed to be used as a guide to personnelwho physically remove the files from the shelves. This process occurs asshelves fill to the threshold, which could result in a small group offolders being removed daily vs. the accepted practice of purging yearly.

[0152] It is contemplated that in some instances, a file purge could beconducted for all the sections in the file storage facility 16, at thesame time or in succession. For example, if the user changed thethreshold percentage from a higher to a lower number, (for example from95 percent to 90 percent), to provide more space in all the shelfsections, the purge subroutine could be run for all shelf sections.

[0153] Turning to FIGS. 14a-14 c, the purge program is shown in moredetail. In step 351, the purge program is initiated. The total fileinches for the first shelf subsection is retrieved in step 352 and thetotal file inches used for that subsection is retrieved in step 354. Thepercentage of shelf inches used is then calculated in step 356. If it isdetermined that the threshold percentage is not exceeded, in step 358,the program will determine if other shelve subsections need to be testedfor purging in step 360. If there are other shelf subsections, theprogram will go back to step 352; if not, the program will print thepurge list in step 362 and end the purge program in step 364. However,if the threshold is exceeded in step 358, a determination will be madewhether to purge in the shelf subsection in step 366. If thedetermination is not to purge, the program will go to step 352 andselect data for the next shelf subsection; if the determination is topurge, the program will proceed to start the special purge with step368.

[0154] As discussed in connection with FIG. 13, if a file folder 54meets certain special criteria, the determination will be made toimmediately purge that file folder 54. In step 370, the file is testedfor breaks in patient visit history. In step 372, the file is tested forout-of-state zip codes. In step 374, the file is tested for specificdisease codes that are episodic vs. chronic in nature. In step 376, thefile is tested for administrative requests. In step 378, the file istested for periodic treatment codes. If any of these tests are positive,the file identifier for that file is added to the purge list in step 380and the percentage of shelf inches used is recalculated in step 382followed by a determination of whether the percentage still exceeds thethreshold in step 384. If the percentage does not exceed the threshold,the program goes step to 360 to choose the next shelf subsection.

[0155] If all the identified files have been added to the purge list,and the threshold is still exceeded, the program proceeds to step 386,where the files are ranked in the order of the date last requested. Instep 388, the inches for the lowest ranking file are retrieved. Theidentifier for the lowest ranking file is added to the purge list instep 390. In step 392, the percentage of shelf subsection inches used isrecalculated and a determination is made in step 394 if the percentagestill exceeds the threshold for that subsection. If it does, the programloops back and purges the next lowest ranking file. This procedurecontinues until the shelf subsection percentage is below the thresholdvalue; if the percentage does not exceed the threshold, the program goesto step 360 for the next shelf subsection.

[0156] The purging files criteria in the preferred embodiment areparticularized for medical care files. However, the principles of thepresent invention are equally application to other file environments, aspreviously discussed. For example, in the banking industry the specialcriteria for purging mortgage files would include:

[0157] On-Time Loan Payments for a Predetermined Number ofMonths—Indicative of continual and reliable mortgage payments that arelikely to continue and not require attention.

[0158] Deadbeats—Indicative of uncollectible loans, and more activefile.

[0159] Loan Repaid—Indicative of completed loan activity, where the filecan be safely removed to off-site storage.

[0160] As another example, in the insurance industry the specialcriteria for purging insurance claim files would include:

[0161] Months Without Request since Claim Was Paid—This would beindicative of completed activity with regard to a claim.

[0162] Settled Claims—Indicative of completed insurance claim activity,where the file can be safely removed to off-site storage.

[0163] Referring now to FIGS. 15 and 16, the Pending Requests userscreen and flowchart are shown. The pending request subroutine is usedfor tracking requests for file folders. In step 398, the pending requestsubroutine PNDW is initiated, causing the pending requests screen to bedisplayed in step 400. In step 402, the user may choose to addinformation to the pending request file, and is prompted to do so instep 404. When all needed data has been entered, in step 406, theprogram returns to step 400; or if the information is not entered, anerror message will be displayed in step 408. In step 410, the user maychoose to search for a pending request and is prompted to enter searchcriteria in step 410. If the data is found, it is displayed in step 414.If it is not found, a “Not Found” message is displayed in step 416. Theuser may also choose to delete a pending request entry in step 418 andcarry out the deletion in step 420

[0164] Referring now to FIGS. 17 through 19, the Folders Master userscreens and flowchart are shown. The folders master contains the basicinformation about a file folder such as the last time logged out, thedate logged out, requester, location, as well as other information. Instep 426, the folders master subroutine MSTW is initiated, causing thefolder master screen to be displayed in step 428. In step 430, the usermay choose to add information to the master file and is prompted to doso in step 432. When all needed data has been entered, in step 434, theprogram returns to step 400, or if the information is not entered, anerror message will be displayed in step 436. In step 438, the user maychoose to search for a master record and is prompted to enter searchcriteria in step 440. If the data is found it is displayed in step 442.If it is not found, a “Not Found” message is displayed in step 444. Theuser may also choose to delete a master file entry in step 446 and carryout the deletion in step 448.

[0165] Turning now to FIGS. 20 and 21, the Log-Ins & Log-Outs Historyuser screen and flowchart are shown. The log-Ins & log-out historyprovides a history record of activity associated with a file folder 54.In step 452, the log-Ins & log-out history subroutine TRHWD isinitiated, causing the log-Ins & log-out history screen to be displayedin step 454. In step 456, the user may choose to correct information inthe log-ins & log-outs history file and is prompted to do so in step458. When all needed data has been entered, in step 460, the programreturns to step 454, or if the information is not entered, an errormessage will be displayed in step 462. In step 464, the user may chooseto search for a log-ins & log-outs history record and is prompted toenter search criteria in step 466. If the data is found it is displayedin step 468. If it is not found, a “Not Found” message is displayed instep 470.

[0166] Referring to FIGS. 22 through 23, the Shelf Space user screensand flowchart are shown. The shelf space screen provides information onshelves including shelf size, shelf location, inches used, and percentused. In step 474, shelf space subroutine SHFW is initiated, causing theshelf space screen to be displayed in step 476. In step 478, the usermay choose to add information to the shelf file is prompted to do so instep 480. When all needed data has been entered, in step 482, theprogram returns to step 476, or if the information is not entered, anerror message will be displayed in step 484. In step 486, the user maychoose to search for a shelf entry and is prompted to enter searchcriteria in step 488. If the data is found it is displayed in step 490.If it is not found, a “Not Found” message is displayed in step 492. Theuser may also choose to delete a shelf file entry in step 494 and carryout the deletion in step 496.

[0167]FIGS. 24a-24 h and FIG. 25 illustrate the user screens andflowchart for the Print Reports Subroutine. The print reports menu isused to print reports, folder labels, shelf labels and new volumelabels. In step 498, the REPORT MENU subroutine is initiated, causingthe report menu screen to be displayed. The report menu screen gives theuser several options for printing reports. The user may choose to printa pull list in step 502 initiating the print subroutine PNDW in step504. The user may choose to print a pull history in step 506 initiatingthe print subroutine TRHWR in step 508. The user may choose to print afolder aging report, which shows the age of scanned out files, in step510 initiating the print subroutine AGEW in step 512. The user maychoose to print a file folder bar code label in step 514 initiating theprint subroutine FLDWL in step 516. The user may choose to print a purgelist in step 518 initiating the print subroutine PRGWL in step 520. Thesteps 522 and 524 are steps reserved for future expansion and notcurrently used. The user may chose to print a shelf label in step 526initiating the print subroutine SHFWL in step 528. The user may chooseto print the labels for a new file folder volume in step 530 initiatingthe print subroutine VOLW in step 532. Finally, the user may choose toexit the report menu in step 534 initiating the exit function EXIT instep 536. in.

[0168]FIGS. 26 and 27 shows the user screen and flowchart for theAppointments subroutine APPTW. The updating of appointments can occureither automatically or periodically from the computer mainframe 40, ormanually by selecting the Appointments button 176 on the Main Menu.While the shelf manager 10 is being updated with new appointments fromthe computer mainframe 40, a message box is displayed on the displayscreen 91. No user interaction is required while this process takesplace.

[0169]FIGS. 28 and 29 shows the user screen and flowchart for the AuditSystem subroutine AUDW. In step 542, the audit system subroutine isinitiated, causing an audit of the entire database 126, in which certaintypes of data errors are identified, such as blank and incorrect recordsand various data mismatches. A screen prompt 544 presents a summary ofthe audit results. By clicking on a screen prompt, the audit detailswill be displayed on the screen 91. The user will then have the choicein step 546 of printing out the audit details in step 548 or exiting instep 550.

[0170] Turning now to FIGS. 30 and 31, the Remote Scans user screen andflowchart are shown. The remote scan function allows a user to updatethe location of a file folder 52 by using a portable bar code scanner,which records scans to be later uploaded into the shelf manager system10. In step 560, the remote scans subroutine RDRWT is initiated, causinga screen prompt to dock the scanner to be displayed in step 562. In step564, the program may be canceled by the user causing the error messagein step 566 to be displayed. In step 568, the user is prompted toinitiate the uploading of the data and send the transaction in step 570to the computer 88. The transaction is processed by the computer 88 instep 572 and the updated file data is displayed in step 574

[0171] Referring now to FIG. 32, the Measure Shelves flowchart is shown.The measure shelves subroutine allows the user to record, measure, andlabel folders on each of the shelves. In step 576, the measure shelvesSHLWS is initiated, causing the scan prompt to be displayed in step 578.The folder number is input in step 582. If the file folder was notscanned in step 582, indicating that there is no label, a label will beprinted in step 584. If the file has a volume number in step 586, thevolume number will be stored in step 588. If there is no volume number,the file will be considered to be a single file folder. In step 590, theuser indicates if the file folder is in-file or out-of-file. If the fileis out, the “folder out” flag is set in step 592. If the folder is in,the file will be updated in step 594 and the user operator is promptedto scan the folder.

[0172] Referring now to FIGS. 33 and 34, the Add Employee user screenand flowchart are shown. The add employee subroutine allows the user tolist all employees engaged in folder scanning along with theirpasswords. In step 596, the Add Employee subroutine EMP is initiated,causing the add employee screen to be displayed in step 598. In step600, the user may choose to add information to the employee file and isprompted to do so in step 602. When all needed data has been entered, instep 604, the program returns to step 598, or if the information is notentered, an error message will be displayed in step 606. In step 608,the user may choose to search for an employee record and is prompted toenter search criteria in step 610. If the data is found it is displayedin step 612. If it is not found, a “Not Found” message is displayed instep 614. The user may also choose to delete an employee file entry instep 616 and carry out the deletion in step 618.

[0173] Turning to FIGS. 35 and 36, the Add Locations user screens andflowchart are shown. The add locations subroutine allows the user toenter the locations for logged-out files, including those in off-sitelocations. In step 620, the add locations subroutine LOCW is initiated,causing the add locations to be displayed in step 622. In step 624, theuser may choose to add information to the location file and is promptedto do so in step 626. When all needed data has been entered, in step628, the program returns to step 622, or if the information is notentered, an error message will be displayed in step 630. In step 632,the user may choose to search for a location file entry and is promptedto enter search criteria in step 634. If the data is found it isdisplayed in step 636. If it is not found, a “Not Found” message isdisplayed in step 638. The user may also choose to delete a locationfile entry in step 640 and carry out the deletion in step 642.

[0174] Referring to FIGS. 37 and 38, the System Setup user screen andflowchart are shown. The system setup subroutine allows the user to setand modify the configuration parameters used by the shelf manager system10. In step 644, the system setup subroutine SYSW is initiated, causingthe system setup screen to be displayed in step 646. In step 648, theuser may choose to edit or change system parameters and is prompted todo so in step 650. When all the data has been entered, in step 652, theprogram returns to step 646. If the information is not entered, an errormessage will be displayed in step 654. If the decision is not to changethe system setup information, the programs exits in step 656.

[0175] Now, turning to FIGS. 39 and 40, the compress file user screenand flowchart are shown. The compress file function is used periodicallyto reorganize and streamline all the application files. In step 658, thecompress files subroutine FILWC is initiated, causing the “checkapplication” prompt to be displayed in step 660, as the files arechecked. If the files are deemed to be damaged in step 662, a filerecovery procedure is run in step 664. If the files are not-damaged, allfiles are indexed in step 666, and upon completion, the program exits instep 668.

[0176]FIG. 41 shows a graphical user interface screen 670 for use withthe present invention, which allows the user to search for or to addfile data associated with x-ray film jackets. The screen 670 displayslog-in and log-out data for various x-ray jacket types, which may havedifferent jacket thicknesses when empty. The screen 670 is divided intoa plurality of functional sections. The inquiry section 672 allows theuser to display pending and purge lists, the master patient index, andthe log-in and log-outs. The add to or edit section 674 allows the userto enter or edit pending and purge lists as well as the master patientindex. The print pull list section 676 allows the user to print out apull list or display it on the monitor screen 91. The maintenancesection 678 allows the user to print routing slips as well as performmaintenance operations associated with the electronic scale 130 and thelabel printer 132.

[0177] Turning now to FIG. 42, an alternative embodiment of the presentinvention is shown. As discussed above, the shelf manager system 10 ofthe present invention can track multiple file requests for active files.Multiple requests can arise when different medical departments in apatient medical care facility 14 need to see the same patient's file.

[0178] It is often the case that a medical file is requestedsimultaneously by different clinical departments within the medical carefacility 14. For example, pertinent parts of a patient's medical recordsmay need to be reviewed by both the radiology department 26 and thepathology departments 28. Because there is only one paper copy of apatient's file, these two requests would need to be filled serially bysending the paper file to the first department and then to the second.The second requesting department will need to wait until the firstdepartment is finished with the patient's file and re-routed to thesecond requesting department. This can be a serious drawback in the caseof a patient who is undergoing treatment by the first and seconddepartment.

[0179] This embodiment of the present invention supplements patient'sfile folder 52 by providing electronic or paper copies of the files toeach of the requesting departments so that both the first requestingdepartment and the second requesting department could review the file,or pertinent parts of the file, concurrently rather than serially.

[0180] This embodiment, which is illustrated in FIG. 42, may bedescribed as intelligent imaging. The present embodiment includes amodified logging station 128 which includes a computer system 88, anelectronic scale 130, a bar code reader 131, a label printer 132, and anetwork connection 124. In addition, the logging station 128 includes aflatbed image scanner 682, which is used to scan pages of documents intothe computer system, so that they may be provided to the requestingdepartment in electronic form or printed out in paper form.

[0181] In this embodiment, a patient file 52 is selectively scanned. Ithas been recognized that some parts of a patient's file is morepertinent than other parts, and it is only these parts that would needto be scanned and duplicated. Typically the pertinent parts of apatient's file would be a subset or abstract of the total informationthe file contains. In the case of a medical care facility 14, thescanned information is limited to clinical information and lab resultsif not already available in electronic form, and only that informationneeded by doctors and other medical personnel to carry on medicaldiagnostic work for a patient. The pertinent information is scanned andstored in an electronic data base, and it is reproduced and duplicatedat the time the request is made.

[0182] The logging station 128 also includes, optionally, a pen-basedinput device input device 684. With the pen-based input device 684,handwritten annotations may be made to the electronic copies of thefiles. The logging station 128 also includes a voice recognitioninterface 686 so that voice annotations could be likewise made to thedocuments. The basic document pages, along with their various pen andvoice annotations, may be described as hybrid documents.

[0183] Now, turning to FIG. 43, another embodiment of the presentinvention is shown. In this embodiment the file folders are fabricatedwith implanted radio-frequency identification tags to automaticallyidentify each file 52 when it passes close to a radio frequencyidentification reader embedded in a doorway detection system.

[0184] Radio frequency identification tags in the present embodiment areof the type manufactured by Texas Instruments of Dallas, Tex. The basicRFID tag consists of a thin microelectronic memory and controltransponder chip surrounded by a flat antenna wire. Power and data areprovided to the chip by an RFID reader, emitting a modulated radiofrequency field which powers the chip by field induction and reads orwrites data to the chip, as needed. The RFID tag can thus store the sameinformation provided by a bar code label to efficiently identify a filewhen it is in close proximity to a RFID reader. In this embodiment, theinformation written and read out of the RFID tag represents the patientIdentification number, which is linked to the patient's master record.

[0185] In FIG. 43, the file folder 52 includes a RFID tag 688. In thisembodiment, the RFID tag 688 is affixed to the file folder 52 in themanufacturing process by inserting the RFID tag 688 between the gluedseams of a reinforced double-sided file folder 52.

[0186]FIG. 43 shows a logging station 128, including a computer 88, anelectronic scale 130, a bar code reader 131, a label printer 132, and anetwork connection 124. Additionally, the logging station 128 includesan RFID interface 690.

[0187] The RFID tag 688 communicates by means of an RFID reader 692,shown schematically as being mounted in a door frame 694. The RFIDinterface 690 receives identification information from the RFID reader692 for input into the shelf manager system 10. The present embodimentoperates the same way as the preferred embodiment, except that the RFIDtag 688 and reader 692 takes the place of the bar-code label 82 and thebar code reader 131 in identifying files that are being moved throughthe door frame 694, one at a time or in bulk. Also, the system has thecapability of writing identification information into the RFID tags ofnew files, taking the place of the bar-code label printer 132. Passivetracking of file folders or x-ray jackets is provided without theoperator needing to pick up a scanner 134 and actively scan the file orx-ray jacket into or out of the active file storage 18.

[0188] A further alternative embodiment of the present invention willnow be described in connection with FIG. 44, which utilizes an on-demanddigital color printing system to create new color-coded file folders foruse with the shelf manager system 10, as needed. This embodimentovercomes the inefficiencies of maintaining large inventories of blankfile folders. Color coded labels 74 are typically affixed to the blankfiles. Bar-coded information and patient identification information mustbe added at the appropriate time. With the system of this embodiment,the file folders are created as needed, and can be created in completelyfinished form in advance of a patient's first visit to the medicalcenter 12.

[0189]FIG. 44 shows a logging station 128, including a computer 88, anelectronic scale 130, a bar code reader 131, a label printer 132, and anetwork connection 124. The logging station 128 also includes aninterface 696 to an on-demand printing system.

[0190] In the manufacture of file folders 52, according to the presentembodiment, a blank file folder is printed on a digital color press 698from data stored in the database 126 of the shelf manager system 10.

[0191] The file folder 52 is printed to include the color coding, thebar code label, and patient name received through interface 696 from thecomputer 88, based on patient record information included in thedatabase 126 or from a cental medical database 42. Printing occursdirectly on the file folder substrate 63, shown in FIG. 4. Printing onthe file folder 52, in step 698, is accomplished by a digital colorpress of the type manufactured by Indigo N.V. of Maastricht, TheNetherlands, which utilizes liquid toner for high speed color printingfor the CMYK color printing process to create the colors. Alternatively,an industrial color inkjet printer may be used, such as a Model 2001Graphics Printing System available from Videojet Systems International,Inc. of Wood Dale, Ill. The color inkjet printing system uses up to 40print heads to produce 10 colors in four positions for printing colorfile folders, file pockets, or x-ray jackets directly on the substrate.The color inkjet printer provides additional cost savings over thedigital press by requiring less ink to produce each file folder 52. Bothof these printing methods may be used to create file folders 52 whichare color-coded for the terminal digit filing system earlier described.

[0192] The die cutting of the folder stock occurs at step 700. In thenext step 702, the folder 52 is glued and, optionally, an RFID tag 688is inserted.

[0193] A method of controlling the printing of labels is described inU.S. Pat. Nos. 4,939,674 and 5,621,864 to Price et al., which are herebyincorporated by reference. The teachings of the Price et al. patents maybe used with this embodiment of the present invention for its teachingof the automatic generation of indicia fields and formatting. However,as stated above, the present invention utilizes direct printing on thefile-folder substrate 63 rather than printed labels as described in thePrice et al. patents.

[0194] With the system shown in FIG. 44, the completed file folder 52 iscreated as needed, complete with all proper color coding, bar coding,and patient information, along with the embedded RFID tag 688, ifdesired. In addition, since there are no labels, the traditional step ofadding labels is eliminated, providing a manufacturing cost savings.Also, since the file folders 52 do not require labels, the thickness ofthe file folder tabs 70 is reduced, providing greater file storagedensity on the shelf units 46. Finally, the file folders 52 lastslonger, due to reduced wear. In conventional labels folders, thestick-on labels 74 have a tendency to rub against each other as the filefolders 52 are filed and re-filed on the shelf units 46, causing wearand reducing the active life of the file folders 52.

[0195] These various embodiments come within the scope of the presentinvention. The inventor's preferred embodiments, which are described indetail herein, are exemplary of all possible embodiments which practicethe spirit of the present invention. The discussion of these embodimentsshould not be construed as limiting the scope of the appended claims. Inview of this, it is understood that the above description isillustrative rather than limiting.

1-36 (canceled)
 37. A method of manufacturing document storagecontainers for storing documents comprising the steps: die cutting ablank document container from document container stock; positioning aradio frequency identification tag on the blank document container stockin proximity to a seam; folding and gluing the seam to capture the radiofrequency identification tag within the glued portion of the seam; andfolding and gluing the document storage stock to form a completeddocument storage container.
 38. A method of manufacturing documentstorage containers for storing documents as recited in claim 37, whereinthe radio frequency identification tag is a passive radio frequencyidentification tag.
 39. A method of manufacturing document storagecontainers as recited in claim 38, wherein the passive radio frequencyidentification tag includes a microelectronic memory and controltransponder chip and an antenna.
 40. A method of manufacturing documentstorage containers as recited in claim 39, wherein the antenna is forpowering the chip by field induction.
 41. A method of manufacturingdocument storage containers for storing documents, as recited in claim37, wherein the document storage container is a reinforced double-sidedfile folder.
 42. A method of manufacturing document storage containersfor storing documents, as recited in claim 37, wherein the documentstorage container is a file box for holding file folders.
 43. A methodof manufacturing document storage containers for storing documents, asrecited in claim 37, wherein the document storage container is a filebox for holding loose documents.
 44. A method of manufacturing documentstorage containers for storing documents, as recited in claim 37,wherein the document storage container is a carton for holdingdocuments.
 45. A method of manufacturing document storage containers forstoring documents, as recited in claim 37, wherein the document storagecontainer is a corrugated carton for holding documents.
 46. A method ofmanufacturing document storage containers for storing documents, asrecited in claim 37, wherein the document storage container is anenvelope for holding documents.
 47. A method of manufacturing documentstorage containers for storing documents, as recited in claim 37,wherein the document storage container is a package for holdingdocuments.
 48. A method of manufacturing document storage containers forstoring documents, as recited in claim 37, wherein the document storagecontainer is an x-ray jacket for storing x-ray film.
 49. A method ofmanufacturing document storage containers for storing documents, asrecited in claim 37, wherein the document storage container is a filepocket for holding documents.
 50. A method of manufacturing documentstorage containers as recited in claim 37, further including the stepsof: receiving identification information from a computer database; andprinting the identification information on the document container stock.51. A method of manufacturing document storage containers as recited inclaim 37, wherein the containers are for holding medical records.
 52. Amethod of manufacturing document storage containers as recited in claim37, wherein the containers are for holding business case records.
 53. Amethod of manufacturing document storage containers as recited in claim37, wherein the containers are for holding legal records.
 54. A methodof manufacturing document storage containers as recited in claim 37,wherein the containers are for holding insurance records.
 55. A methodof manufacturing document storage containers as recited in claim 37,wherein the containers are for holding government agency records.
 56. Amethod of manufacturing document storage containers as recited in claim37, wherein the containers are for holding banking records.
 57. A methodof manufacturing trackable document storage containers comprising thesteps: die cutting a blank document container from document containerstock; depositing a radio frequency identification tag on the documentcontainer stock proximate to a seam; applying glue to the area of theseam; and folding and gluing the seam to capture the radio frequencyidentification tag within the glued portion of the seam to form acomplete document storage container.
 58. A method of manufacturingtrackable document storage containers as recited in claim 57, whereinidentification information is pre-written in the radio frequencyidentification tag prior the step of depositing.
 59. A method ofmanufacturing trackable document storage containers as recited in claim58, wherein the identification information includes patientidentification data.
 60. A method of manufacturing trackable documentstorage containers as recited in claim 58, wherein the identificationinformation includes client identification data.
 61. A method ofmanufacturing trackable document storage containers as recited in claim57, further including the step of printing a bar code withidentification information on the document container stock.
 62. A methodof manufacturing trackable document storage containers as recited inclaim 61, wherein the bar code identification information is the same asidentification information pre-written in the radio frequencyidentification tag.
 63. A method of manufacturing trackable documentstorage containers as recited in claim 57, further including the step ofwriting identification information into the radio frequencyidentification tag prior to the time it is deposited on the documentcontainer stock.
 64. A method of manufacturing trackable documentstorage containers as recited in claim 57, further including the step ofwriting identification information into the radio frequencyidentification tag after the time it is deposited on the documentcontainer stock.
 65. A method of manufacturing trackable documentstorage containers as recited in claim 57, wherein the step ofdepositing the radio frequency identification tag on the documentcontainer stock includes depositing by a printing process.
 66. A methodof manufacturing trackable document storage containers with improvedsecurity features, comprising the steps: die cutting a first blankdocument container from document container stock; positioning a firstradio frequency identification tag on the document container stock in afirst location proximate to a seam; folding and gluing the documentcontainer stock to capture the first radio frequency identification tagwithin the glued portion of the seam in the first location to form afirst completed document storage container; die cutting a second blankdocument container from document container stock; positioning a secondradio frequency identification tag on the document container stock in asecond location proximate to a seam, different from said first location;and folding and gluing the document container stock to capture the radiofrequency identification within the glued portion of the seam in thesecond location to form a second completed document storage container.67. A method of manufacturing trackable document storage containers forstoring documents as recited in claim 66, wherein the trackable documentstorage container is a reinforced double-sided file folder.
 68. A methodof manufacturing trackable document storage containers for storingdocuments as recited in claim 66, wherein the trackable document storagecontainer is a file box for storing file folders.
 69. A method ofmanufacturing trackable document storage containers for storingdocuments, as recited in claim 66, wherein the document storagecontainer is a file box for holding loose documents.
 70. A method ofmanufacturing trackable document storage containers for storingdocuments, as recited in claim 66, wherein the document storagecontainer is a carton for holding documents.
 71. A method ofmanufacturing trackable document storage containers for storingdocuments, as recited in claim 66, wherein the document storagecontainer is a corrugated carton for holding documents.
 72. A method ofmanufacturing trackable document storage containers for storingdocuments, as recited in claim 66, wherein the document storagecontainer is an envelope for holding documents.
 73. A method ofmanufacturing trackable document storage containers for storingdocuments, as recited in claim 66, wherein the document storagecontainer is a package for holding documents.
 74. A method ofmanufacturing trackable document storage containers for storingdocuments, as recited in claim 66, wherein the document storagecontainers is an x-ray jacket for storing x-ray film.
 75. A method ofmanufacturing trackable document storage containers for storingdocuments, as recited in claim 66, wherein the document storagecontainer is a file pocket for holding documents.
 76. A method ofmanufacturing trackable document storage containers as recited in claim66, wherein the containers are for holding medical records.
 77. A methodof manufacturing trackable document storage containers as recited inclaim 66, wherein the containers are for holding business case records.78. A method of manufacturing trackable document storage containers asrecited in claim 66, wherein the containers are for holding legalrecords.
 79. A method of manufacturing trackable document storagecontainers as recited in claim 66, wherein the containers are forholding insurance records.
 80. A method of manufacturing trackabledocument storage containers as recited in claim 66, wherein thecontainers are for holding government agency records.
 81. A method ofmanufacturing trackable document storage containers as recited in claim66, wherein the containers are for holding banking records.
 82. A methodof manufacturing trackable document storage containers for storingdocuments as recited in claim 76, wherein the first and second radiofrequency identification tags include identification information linkedto patients' master records stored in a computer database.
 83. A methodof manufacturing trackable document storage containers for storingdocuments as recited in claim 66, wherein the radio frequencyidentification tags at said first and second locations are passive radiofrequency identification tags.
 84. A method of manufacturing trackabledocument storage containers as recited in claim 83, wherein the passiveradio frequency identification tags includes a microelectronic memoryand control transponder chip and an antenna.
 85. A method ofmanufacturing trackable document storage containers as recited in claim84, wherein the antenna is for powering the chip by field induction. 86.A method of manufacturing trackable document storage containers asrecited in claim 66, further including the steps of: receiving first andsecond identification information from a computer database; and printingthe first identification information on the first document containerstock and printing the second identification information on the seconddocument stock.
 87. A method of manufacturing trackable document storagecontainers as recited in claim 86, wherein the printed identificationinformation on the document container stock of the first and seconddocument storage containers is in the form of a bar code.
 88. A methodof manufacturing trackable document storage containers as recited inclaim 87, wherein the identification information included in the firstand second radio frequency identification tags is the sameidentification information printed on the document container stock ofthe first and second document storage containers in the form of a barcode.
 89. A method of manufacturing trackable document storagecontainers for storing documents, comprising the steps: die cutting afirst blank document container from document container stock;positioning a passive radio frequency identification tag on the documentcontainer stock in a predetermined location proximate to a seam; andfolding and gluing the document container stock to permanently capturethe radio frequency identification tag at the predetermined location.90. A document storage container for storing documents, comprising: adie cut document container blank folded and glued to form an enclosurefor containing documents; the document container having at least onefolded and glued seam; and a radio frequency identification tag capturedwithin the glued portion of the seam.
 91. A document storage containerfor storing documents, as recited in claim 90, wherein the documentstorage container is a reinforced double-sided file folder.
 92. Adocument storage container for storing documents, as recited in claim90, wherein the document storage container is a file box for holdingfile folders.
 93. A document storage container for storing documents, asrecited in claim 90, wherein the document storage container is a filebox for holding loose documents.
 94. A document storage container forstoring documents, as recited in claim 90, wherein the document storagecontainer is a carton for holding documents.
 95. A document storagecontainer for storing documents, as recited in claim 90, wherein thedocument storage container is a corrugated carton for holding documents.96. A document storage container for storing documents, as recited inclaim 90, wherein the document storage container is a envelope forholding documents.
 97. A document storage container for storingdocuments, as recited in claim 90, wherein the document storagecontainer is a package for holding documents.
 98. A document storagecontainers for storing document, as recited in claim 90, wherein thedocument storage container is an x-ray jacket for holding x-ray film.99. A document storage container for storing documents, as recited inclaim 90, wherein the document storage container is a file pocket forholding documents.
 100. A document storage container as recited in claim90, further including printed identification information on the documentcontainer stock.
 101. A method for tracking document storage containerstransported from a first location to a second location in a storagefacility, the document storage containers including at least one foldedand glued seam and a radio frequency tag identification tag capturedwithin the glued portion of the seam for storing identificationinformation, comprising the steps: generating a requesting list ofdocument storage containers stored at a first location in the storagefacility to be transported to a second location in the storage facility;moving the requested document storage containers through a first radiofrequency identification portal at the first location, reading theidentification information for each container, and loggingidentification information on a computer; upon arrival to the secondlocation in the storage facility, moving the arriving document storagecontainers through a second radio frequency identification portal at thesecond location, reading the identification information for eachcontainer, and logging identification information on a computer tocreate a delivery list; and comparing logged identification informationfrom the first location and from the second location to create a list ofrequested storage containers missing during transport.